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MANAGING CURRENT RECORD - Coggle Diagram
MANAGING CURRENT RECORD
REGISTRY
- to house the entire series of records kept in a particular dept, and to have intellectual control over the record
CENTRALIZED
- the control comes from one location
a) the records system
b) the records staff
c) the allocated space for the registries
d) the records equipment and supplies
DECENTRALIZED
- various units or divisions within a dept
- easy access to info
- faster retrieval and speedier decision making
MAIL ROOM
- a space or room in an agency allocated for mail.
- the receiving, sorting, opening, routing, controlling and distribution of the incoming mail.
SPACE AND LAYOUT
- refers to the physical arrangement of all mail rooms and their facilities of furniture and equipment
TYPES OF DOCUMENT
- correspondence received
- correspondence dispatched
OPERATING THE MAIL ROOM
- planning
- organizing
- coordinating
- budgeting
SUBJECT CLASSIFICATION
- is a collection of papers on a specific subject and placed within a single file cover container
TWO CATEGORIES OF SUBJECT FILES
- administrative files
- operational files
BENIFITS OF A GOOD SUBJECT FILE CLASSIFICATION
- an aid to service
- an aid to research
- an aid to documentation
- an aid to preservation
- an aid to disposal
TYPES OF SUBJECT CLASSIFICATION SYSTEM
- alphabetical systems
- function and activity systems
- administration structure systems
CODING SYSTEM
- consists of numbers, letters or combination of numbers and letters used in designing and arranging subject headings for storage and retrieval of files/records.
CODES MUST BE PLACED ON
- file cover labels
- storage equipment labels
- records
CODING SYSTEM USED WITH SUBJECT FILING ARE
- alphabetic
- alphanumeric
- block-numeric
- decimal-numeric
- duplex-numeric
FILE MANAGEMENT
- filing the records
- verifying the records to be filed and maintaining an accuracy control
3 STAGES OF RECORD MANAGEMENT
- file creation
- file use and maintenance
- file disposition
RECORDS TO BE FILED
- inward correspondence in all its forms
- internal minutes relating to the correspondence
- copies of outward correspondence
FILES CAN SUBDIVIDED INTO
- parts of files
- subfiles
- continuation files
CLOSING FILES
- they are difficult to handle
- their contents can be at risk at damage
OPENING NEW FILES
- a new subject arises within the administrative process
- relevant documents need to be filed
- an existing subject subsidies into new discrete subject
- new subject needs new files